1. How the system is organised

HEAD OFFICE  (Super Administrator)
 └── PROVINCE  (e.g. Manicaland South — Province Code 31)
      └── ASSEMBLY  (e.g. Zimunya North — Assembly Code 31/34)
           ├── DEPARTMENTS (Welfare, YPU, Ladies Union…)
           │    └── Sub-departments / Sections
           └── MEMBERS

• Each assembly sees ONLY its own data. A treasurer in one assembly can never see members or money of another assembly — even if two assemblies share the same name.
• The Assembly Code (e.g. 31/34) is the official identity. The name may repeat in different provinces.
• Your assembly name + code + province always appear in the sidebar so you always know where you are working.

2. Logging in & staying secure

1. Open the system address → the Login page appears.
2. Enter Username and Password → Login.
3. You are logged out automatically after 30 minutes of inactivity, and by pressing Logout (top-right menu).
4. After 8 failed attempts in 15 minutes, login is briefly blocked (protection against password guessing).
5. The error message is always the same — "Invalid username or password." — this is deliberate security.

3. Roles & permissions

3.1 The Leadership Hierarchy (National, Provincial & Assembly Treasurers)

The system is owned and governed by a three-tier financial leadership structure. Every standard user ultimately reports to these administrators.

4. Dashboard

• Shows your assembly only: today's income/expenses, cash balance, estimated bank balance, monthly totals, outstanding subscriptions, top department, newest members.
• Charts: 12-month income vs expenses, department comparison, revenue categories.
• Department users additionally see the Available Balance card for their department.

5. Members

5.1 Find & filter

Members → use the search box (name, member no., national ID, phone) and the Department / Status filters.

5.2 Add a member

1. Members → Add.
2. Fill Personal / Contact / Church details. Member Number is automatic if left blank.
3. Choose Home Department and Section; tick Church Board for deacons; upload a photo (JPG/PNG).
4. Save Member → the profile opens.

5.3 Member profile

Shows monthly/year/lifetime giving, outstanding subscriptions, registers, giving-by-category, 12-month trend and history. Use Print Statement for a PDF/printed statement.

Young members are auto-registered to Sunday School / YPU / Ladies registers by age & status; the chosen Home Department is added as a manual register.

6. Departments & registers

• Departments → Add — choose a Parent to create a sub-department (e.g. Dorcas under Welfare).
• The six constitutional departments (Ladies Union, YPU, CMD/Sunday School, Evangelism, Welfare, Education) are created automatically for every new assembly and cannot be deleted.
• Register shows the department's member list (printable).

7. Income & receipts

7.1 Capturing money

1. Income / Receipts → Add Income.
2. Received From — choose one of:
   • Individual Member → pick the member (type to search; list is grouped by section).
   • Section / Sub-Assembly Group → pick the section (e.g. Section 2 group contribution) — no member needed.
   • General / Non-member.
3. Choose Department / Fund, Revenue Code, Currency, Payment Method, Amount.
4. Save Income → a receipt number is generated automatically (e.g. RCT-2026-08-0016) and the receipt opens.
5. Print Receipt → in the print window choose a printer or Save as PDF.

7.2 Receipt rules you will see

• Received By on the receipt shows the name of the user who captured it.
• The person who captured a receipt may correct it for 24 hours. After that only the Assembly Treasurer/Administrator may amend it.
• Any amendment stamps the receipt with a yellow Edited badge (who + when + how many times); before/after values are stored in Audit Logs.
• Duplicate copies a receipt as a starting point for a new one.

8. Expenses & approvals

1. Expenses / Vouchers → Add Expense → saved as Pending.
2. A signatory (Administrator, Local Pastor, Assembly Secretary/Treasurer, or the department's Treasurer/Secretary/Leader for their own department) presses Approve.
3. Approval is blocked if the fund has insufficient money — the system shows the available balance.
4. Reject cancels a pending expense; Reverse returns an approved expense to pending for correction.
5. Print Voucher for the payment voucher (PDF/printer).

9. Banking summary (20% retention rule)

Banking Summary → choose dates → Generate / Print. The sheet shows:

• Receipt Number Register, Revenue Code Summary, Cash Analysis by payment method.
• Retention & Banking: 20% retention applies to Tithes (5001) + Love Offering (5002) only; all other funds are 100% banked. Shows 80% banked, retention, and Total To Bank per currency.
• Prepared By / Checked By / Date signature block for the printed sheet.

10. Pledges & fundraising

1. Create Campaign (e.g. 2026 Revival Pledges) with target amount and the revenue code it will be booked to.
2. Record a Pledge per member (or general).
3. Track Pledged / Paid / Balance; status shows Owing / Completed.
4. Receive Payment jumps to the income form with the pledge pre-filled.

11. Reports, printing & PDF

Reports → choose a report → Run → Print / PDF. Available:

Daily • Weekly • Monthly • Quarterly • Annual • Member Giving Statement • Department Report • Income Report • Expense Report • Receipt Register • Voucher Register • Banking Summary • Cash Analysis • Outstanding Subscriptions • Top Givers • Department Performance.

12. Leadership page

Automatically lists the Management Committee (Pastor/Secretary/Treasurer), NEC/Board members, Elders (members titled Elder), Deacons (members ticked "Serves on Church Board"), and each department's Chairperson/Secretary/Treasurer. No manual maintenance needed.

13. Search

The top-bar search finds members, receipts, vouchers, departments and revenue codes — within your assembly only.

14. Users (Administrator)

• Users → Add: full name, globally unique username, role, department (for department roles), password (min 8 characters).
• Only Head Office can create a Super Administrator.
• To reset a password: edit the user and type a new password (leave blank to keep current). Tell the user their new password personally.
• You cannot delete your own account.

15. Settings

Assembly Administrators update their own assembly only: name, district, province, contacts, bank details, receipt/voucher prefixes, logo (JPG/PNG). The Assembly Code is read-only for assemblies (Head Office only).

16. Head Office: registering & approving assemblies

Public registration (login page → Register)

1. Choose the Province — the province code shows automatically.
2. The Assembly dropdown lists existing assemblies of that province (code + name) plus "+ NEW ASSEMBLY — NOT IN THE LIST".
3. For a new assembly: type the name and the number; the official code is built automatically (e.g. province 31 + number 42 → 31/42).
4. Submit → the request waits as Pending.

Head Office approval (Assemblies page)

1. Confirm province, name and the official code (Head Office may change the proposed number).
2. Enter the admin username + temporary password (min 8 characters) → Approve.
3. The system creates the assembly, its constitutional departments and the administrator in one safe step (all-or-nothing).

17. Audit logs & login history

• Audit Logs: every create/edit/delete/approval with user, date, IP and (for receipt edits) the before/after values.
• Login History: successful and failed logins.

18. Backup & restore

• Download Backup — Head Office only — produces a .sql file. Store it safely offline.
• Restore — Head Office only and disabled by default on the server.

19. Golden rules & troubleshooting

Apostolic Faith Mission (AFM) • Financial & Membership Management System • This manual matches the live system. When the system changes, Head Office issues an updated manual.